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Outlook Web App: Manage an email distribution group

Add or remove users from a distribution group (aka shared mailbox) in the Outlook Web App (OWA) org emails organization email accounts

Distribution group administrators/owners can manage the membership and ownership of a group along with other settings from the Outlook Web App (OWA)--this cannot be done in Outlook.

Turn off New Outlook Feature

For these directions to work, please turn The new Outlook off. This toggle can be found in the top right of the screen, under the Settings icon.

Turn Off New Outlook Feature

Modifying Membership of Email Distribution Groups (shared mailboxes)

  1. Distribution list administrator, log into the Outlook Web App (your own email) click the gear gear, and select "Mail" from the "My app settings" at the bottom of the menu.
    mail under my app settings

  2. Expand the General menu under the "options" nav pane (left-nav) by clicking the word "General" and then click "Distribution groups" in the left-nav pane
    Options and group navigation

  3. Under the "Distribution groups I own" in the right-hand column, double-click the appropriate distribution group, and then select "membership" in the left-nav  TIP: Nearly all Stout email groups are the "username" of the email + '-members' (example: techdesk-members would be the group for

  4. Make your changes to the group, such as adding group members or changing ownership using the plus (+) and minus (-) icons

  5. Click Save

Additional information and troubleshooting tips:

  • Owners must also be added as members in order to access the shared mailbox
  • Nearly all Stout email groups are the "username" of the email + '-members' (example: techdesk-members would be the group for
  • All users can check the groups they belong to and those that they own own from the same location
  • Owners/Administrators can create other owners; more than one owner is recommended for continuity reasons
  • Membership cannot be modified from the Outlook desktop application; it must be done through OWA
  • If the plus (+) and minus (-) icons do not work to modify membership, please try using compatibility mode in Internet Explorer or Google Chrome
  • In a hurry? This quick link navigates directly to "options" where "groups" can be selected from the left-nav.

See Also:

Keywords:groups, email, 365 group, distribution group, add users, remove users, members list, change mail access box, shared inbox, add permissions, generic email account   Doc ID:52300
Owner:Sasha K.Group:UW Stout
Created:2015-06-11 16:28 CDTUpdated:2019-06-04 07:58 CDT
Sites:UW Stout
Feedback:  5   2